Valary Smith
Sep 1, 2026
Band Board Meeting 9/1/2026:
Cris Travis: Food and Winterguard WGI travel plans
- The family barbecue will use barbecue chicken and potato salad rather than burgers. Burgers were estimated to cost nearly $2,000 for 500 people; the alternative is expected to reduce cost, enable advance preparation, and support multiple serving lines.
- Parents will be asked to donate specified season supplies—such as granola bars, applesauce, juice boxes, and chips—rather than using the usual class-by-class donation assignments. This is intended to provide better value and allow the group to purchase water, soda, and cookies more cheaply. A foldable flat cart, approximately 3-by-2.5 or 3-by-3, was added to the requested-items list. It could support both color guard floor movement and food-container transport; the stated cost was about $160.
- Food-trailer space remains constrained by benches, tables, and posts. Options under consideration include adjusting/removing benches or moving them to another trailer.
- The group has two 40-foot tents and tent walls. A newer tent remains in boxes. Tent walls may be needed in wet or windy conditions and for burner protection.
- The food lead may contact parents of students with allergies to identify needs and seek a competition parent responsible for allergy-related food support. Approximately seven students were described as having allergies.
- The allergy form should distinguish allergies from preferences. Religious dietary restrictions and vegetarian options remain considerations; the group does not intend to accommodate ordinary food dislikes.
WGI Trip Planning
- WGI housing rules have been released, allowing use of Airbnb-style housing again.
- Two housing options are being evaluated:
- Cincinnati: two adjacent triplexes, with six units and 11 bedrooms across the two properties. The stated cost is $5,000 for the housing, and it is approximately an hour from the competition.
- Dayton: two available houses are approximately 20 minutes apart from each other and about 20 minutes from the competition. This option is more expensive.
- Cincinnati housing reservations were secured and prepaid, with free cancellation through March 8. Dayton housing did not require prepayment and also has free cancellation.
- Coaches will be consulted on how important proximity to the competition is before housing is confirmed.
- WGI does not permit outside or parking-lot food during competition; students must purchase venue food while at the venue. Breakfast and dinner may be provided through the group, with protein shakes considered for breakfast.
- Venue food was estimated at $15 for one meal. Tickets were estimated to have been around $70 in prior years and may be close to $100 this year; the relevant fee has not yet been posted.
- Two 12-passenger vans were booked promptly due to limited availability. The stated price was $600 per 12-passenger van, compared with $1,000 for a 15-passenger van. A third vehicle may be needed for luggage and food transport.
- Expected attendance is approximately 30 people: 16 girls, two boys, and about 12 coaches/parents. The exact coach and parent count remains open.
- Future chaperones should be screened and briefed as active chaperones rather than guests. Concerns from the prior trip included insufficient support, repeated direction needed, late departures, and damage at housing.
President Christina S: Calendar, Events, and Volunteers
- December 15 concert, add an ice cream fundraiser after?
- An all-nighter was discussed for December 18
- The kids prefer the competition on the 3rd and do not plan to attend the one on the 24th. Championships are on the 7th.
- A can drive and band dance are planned for the 14th. The dance was successful last year and reportedly generated about $900; it is intended as a post-championship celebration.
- Uniform status: regular uniforms have been fitted, and photos taken on Saturday. New show tops are expected earlier than anticipated
- Existing jackets will be stored in the back dressing room once the new tops arrive.
- General band shirt sales and pre-orders for show shirts and sweatshirts are expected to open by the end of the week. Jacket options are under review.
- The group discussed offering hats and directing proceeds from certain merchandise orders toward future uniform savings.
- Current uniforms were described as at least 15 years old. Possible ideas discussed for future uniform purchases and starting a uniform fund.
- A work party is planned alongside the bottle/can drive on the 12th. Potential work includes patching the tent, organizing trailers and food supplies, trimming around the food trailer, cleaning the white trailer, and preparing tables.
- Cans and bottles may be collected after football games. Initial staffing is expected to be limited while the group learns what volume is available and which concessions stands are open.
- Color guard students may have opportunities to earn fundraising points through can-and-bottle collection at football games, since they have fewer winter-season fundraising opportunities.
- A mandatory parent meeting is planned for September 29 to cover Showcase and the Grant’s Pass travel event.
Tiffany Wilson: Showcase Planning
- Showcase currently has seven visiting bands plus the host band. Expected student participation is approximately 500–650, compared with about 950 last year.
- Attendance is reduced by a conflicting Band of America clinic/competition in Salem, homecoming dances, and confusion with Liberty’s event at Hillsboro Stadium. Grant’s Pass and another group are expected; Liberty is not participating.
- The tentative Showcase schedule starts at 1:00 p.m. and ends around 9:00 p.m. Prelims and finals will still be held.
- Fewer bands should reduce award and staffing costs. The reduced schedule may also allow later volunteer arrival and fewer crowd managers.
- The culinary class is willing to cater again. A lower-cost alternative is being considered, while using the culinary class for judges and staff meals. Budget feasibility remains to be confirmed.
- Adult ticket pricing was discussed at $20. Program pricing was set at $5. Student, Military prices set. And Hillsboro teachers are free with employee badge.
- Showcase social media accounts have been created on Facebook, Instagram, and TikTok. Instagram outreach has connected with participating bands and subgroups. Members were invited to share photos and videos for promotion.
- Potential community invitations and intermission performers were discussed, including university and local groups, but no commitments were confirmed.
- Showcase volunteer sign-ups and ad sales are expected to begin now/next week.
Heather and Layton: Fundraising, Finance, and Sponsorships
- The fundraising tracker indicates the group is about one-quarter of the way toward its $60,000 goal.
- Future tuba needs were identified as a possible fundraising priority, but no purchase or target was approved.
- Pie sales are scheduled for October 12–28. Products discussed include multiple pie varieties, six-inch pies, a variety pack, and a pie card.
- See’s Candy fundraising is already open and will run through December 4. Payments, fulfillment, and delivery are handled by See’s; student credit is assigned when purchasers use each student’s unique link.
- Restaurant fundraisers currently scheduled are:
- Red Robin on December 14.
- MOD Pizza on January 3.
- Chick-fil-A on March 15.
- Additional restaurant fundraising may be pursued for Showcase or other events, including a possible Shake Shack event.
- Student auction donations should be donated or sourced rather than purchased by students. Student donations are due March 15.
- A sponsorship committee is needed promptly to develop sponsorship packets covering the overall program, Showcase, auction, Bandwidth, and the semi truck. Sponsorship benefits and logo/signage sizes still need to be defined.
Jason Keezel: Treasurer
- Invoice payments are reportedly receiving a better response. New band uniforms were ordered